HomeMy WebLinkAboutBudget/Finance Committee Minutes 09.16.2008MINUTES
BUDGET/FINANCE COMMITTEE
SEPTEMBER 16, 200$ 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Chairman Mark Mace Kate Hart
Gay Easton Doug Foehls
OTHERS PRESENT: Bill Sheridan Mary Ernbleton
Chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order
at 5:35 p.m There was no public in attendance.
The minutes of the September 2, 2008 meeting were presented and approved via motion by
Kate, seconded by Doug, and passed unanimously.
August Journal Vouchers #806-811 have not been reviewed and approved by the mayor,
due to the fact that he has not been at City Hall for over 2 weeks. Utility Billing
adjustments for August 2008 were not reviewed by the mayor either. Mary reported that
the entries were all typical. The documents were approved via motion by Doug, seconded by
Kate, and passed unanimously.
The August 2008 Preliminary Financial Statements (prior to Final Budget Approval) were
reviewed by the committee. Mary stated that the General Fund is akeady at 17% with 1 G%
of the year expired, but that there have been 5 payrolls in 2 months, so that plus all the
overtime, are the driving factors for the high percentage. Mary also reviewed the negative
cash figures and explained that the revenues had not been received yet to offset the expenses.
Motion by Kate, seconded by Doug, to recommend approval of the August Preliminary
Financial Statements to the council. Motion passed unanimously.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
4$ 5-gallon pails ofClass Afoam -Fire Dept.
STREET MAINTENANCE FUND:
Dell Precision T3400 computer for street analysis programs
SEWER FUND:
Repair generator at sewer plant that failed during power outage
The committee reviewed the Comp/OT reports for PPE 9/7/08.
$ 3,072.00
$ 2,526.00
$ 2,397.00
The Payroll Register far PFE 9/7/08 totaling $144,291.74 was reviewed by the committee.
Motion by Kate, seconded by Doug, to recommend council approval ofthe payroll register.
Motion passed unanimously.
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September 16, 2008
Page 2
Clerlc/Treasarer's Comments:
Final Budget progress -Mary reported that she added another fund to the budget. The CTEP
Fund will be used to finance the sidewalk portion of the South 1st Ave. project. She
presented documents showing $87,760 in revenues as well as the same in appropriations.
This will bring the total budget for all funds to $24,307,650 for FY 09.
Mayor's Comments:
TIFD update -Mayor Olson was not present. Bill stated that the attorney is working on the
TIFD document (Urban Renewal Agency ordinance).
Purchase and Procurement Polic -Bill stated that the attorney is working on this also. A
meeting is scheduled for September 30~' to begin discussions again on this issue.
Chief Administrative Officer Comments:
Impact_Fees Feasibility Study update -Bill stated that these fees are not really needed at this
time until the city experiences more growth. He also stated that the city should get these fees
in place within, the next 2 years.
Storm Water Pro'ect & S. 1st Ave, overla u ate -Bill distributed a time line from COP
Construction. Apre-construction meeting was held on Monday, and COP is now in
mobilization. Construction is scheduled to begin 9/21 and end 11/25. MDOT wants this
project completed by December 1st in order to meet backfill requirements.
West Main Sidewalk SID & overlay -Bill reported that the MDOT will now recognize this
project as being from 1 s` Ave. to 8~' Ave. (not 3'~ to 8a'). However, there are right-of--way
issues that the city must deal with and it will cost the city some money. Great West
Engineering is akeady working on the issue. A meeting with MDOT is scheduled far this
week.
Wastewater Plant U ade relimin en ineerin r rt -Bill told the committee that the
city is meeting with Morrison Maierle this week. The firm is working on the dischazge
permit, but the state DEQ is far behind schedule in issuing these permits. The city also
issued a work order for the firm to prepaze a cost estimate on improving the lift station
portion of the project, and to address the pipe crossing the Interstate. Mayor Olson had the
opportunity to talk to Senator Baucus recently at the CHS Refinery, and was told by the
senator that he may be able to help get federal funding if the city could provide costs.
Other - Bi11 stated that the water leak issue at CHS Refinery has been. resolved. It didn't
cost $35,000 as originally thought, and some compromises had to be made regazding the
location, but new meters aze now installed which will provide more accurate readings.
Bill distributed a memo showing the impact of the proposed Police Union contract. It
showed an increase of $43,424.60, which is approximately $2,500 per employee. Discussion
followed regarding the fact that no overtime was shown on the document. Other discussion
included the fact that the lead dispatcher will have a higher hourly rate than a police officer,
the new $3,800 gym membership provision, and other issues. The contract is for 4 years, and
the wages and benefits can be renegotiated after 2 years. The increase for year one is
4.675%, and 4.375% for year two. Mare discussion followed regarding the fact that the
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September 16, 2008
Page 2
police department budget is 38%, or aver $1 million, ofthe overall General Fund. The city
may need to look at alternatives for the future.
The committee also briefly discussed the 8~' Ave. Froject. Mary stated that if the legislation
can be changed during this session that would allow for borrowing against the Street
Maintenance revenues, the city should be able to obtain enough funding for the street portion
ofthe project, thus allowing it to go forward soon rather than later.
The next regular Budget/Finance meeting will be Tuesday, October 7~' at 5:30 p.m. Both
Kate and Mary will not be able to attend.
The meeting adjourned at 6:27 p.m
Respectfully Submitted,
Mary K. mbleton
City Clerk/Treasurer